Boston, MA

Grants Manager, Pilot House Associates, LLC

The Organization

Pilot House Associates, LLC (PHA) is a family office that provides services for the Hostetter family and to the Barr Foundation, which the family established in 1998. One of the core services in support of the family is PHA Philanthropy, the vehicle for the family’s personal philanthropic activity.

While each entity is funded by the Hostetter family, PHA is distinct from the Barr Foundation, which consists of a broader governance structure in addition to Barbara and Amos Hostetter, employs a sizeable professional staff devoted to grantmaking, and advances a set of long-term, strategic program priorities.

PHA Philanthropy exists to advance the family’s personal philanthropic objectives. These include supporting a set of institutions aligned with the family’s objectives, advancing targeted initiatives on issues of interest to the family, and assisting the second generation of the family to engage in philanthropy. In some instances, PHA may also pursue philanthropic activity that aligns with and advances the Barr Foundation’s work.

PHA is seeking a grants manager to join a small team of PHA staff devoted to supporting family philanthropy. As of June 2021, this team includes a senior advisor who also serves as president of the Barr Foundation and devotes a small portion of his time to PHA, along with a senior program officer and a program officer for international philanthropy.

PHA Philanthropy is currently overseen by the founders of the family office.

Position Overview

Reporting to the senior program officer, the grants manager will oversee the administration of the grants management database, facilitate grant payment and reporting processes, and support staff with due diligence and navigation of the grants management system. The successful candidate will have relevant software expertise, work productively across multiple teams, and function effectively in a fast-paced, entrepreneurial, and inclusive environment.

Key Responsibilities

  • Oversee the administration of the grants management database including design, maintenance, and oversight of workflow processes and procedures to ensure accurate and efficient collection and reporting of grants data.
    • Ensure quality and integrity of data in grants management database
    • Stay abreast of changes to grant tracking software; make recommendations for improving tracking systems
  • Work with program and accounting staff to ensure that accurate payments are processed for every grant on a monthly basis.
    • Conduct due diligence as needed
    • Monitor all grant contingencies
    • Secure payment information
  • Ensure that proof of tax-exempt status, financial statements, and other supporting materials including tax receipts and/or acknowledgment letters are on file for every grant made.
  • Navigate grantmaking regulations and best practices with organizations that are not necessarily US 501(c)3s, i.e., international NGOs and nonprofits, for-profit social enterprises, and community-based organizations with or without fiscal sponsorships in place.
  • Produce reports to help guide and shape philanthropic strategy, as well as financial projections and analysis.
  • Assist with the establishment of family foundations (to be created) and grants management databases to support the next generation of family members.
  • Complete audit confirmation requests.
  • Manage the Employee Gift Program.
  • Oversee conversion of historical grant files from paper to electronic files.
  • Manage subscriptions (GuideStar) and professional association memberships (PEAK).
  • Undertake special projects when necessary.


  • Minimum of a Bachelor’s degree required.
  • 5 to 7 years of full-time grants management work experience; experience in nonprofit or philanthropic organization is preferred.
  • High level of competence with Salesforce; proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
  • Demonstrated ability to work well individually, as part of a team, and within diverse communities.

·       High degree of empathy, trust, and partner/grantee-oriented service.

  • An orientation toward self-starting, proactive anticipation of team needs, and creative problem-solving.
  • Exceptional organizational skills: demonstrated ability to handle multiple tasks simultaneously and meet deadlines.
  • Excellent written and oral communication skills.
  • A collegial spirit in sharing ideas and seeking and receiving feedback.

Position type: Full-time, salaried

Reports to: Senior Program Officer

Benefits: PHA offers an attractive benefits package including health, dental, vision, and life insurance. Leave policies include 15 vacation days per year for new employees and robust parental leave.

Covid-19 Update

This position is based in our Boston office. At this time, due to COVID-19 and out of concern for the health and safety of our employees and guests, PHA is planning to work remotely until the fall. As a result, this position would begin as a remote work arrangement, with a return to the office subject to those policies and procedures that will guide the office reopening.

PHA has also retained an executive search firm to help source candidates for this important position.

PHA is an equal opportunity employer, with a commitment to building and fostering a diverse, equitable, and inclusive workplace. We welcome candidates who would both contribute to and learn from working in such an environment.

How To Apply

Please visit to apply for this position. Applications will be reviewed on a rolling basis, with applications encouraged by Friday, July 23, 2021.  All inquiries may be directed in confidence to Denise Gillespie, Director of Human Resources, via email at:

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